For a UK merchant cash advance application, download original reports that show the business, reporting period and payment activity clearly. A screenshot of the latest sales total is rarely as useful as a complete statement or export that can be matched to bank receipts.
Build the repayment scenario using our guide, MCA Repayments in a UK Cash-Flow Forecast: 13-Week Guide.
Prepare the application records using our guide, Merchant Cash Advance Documents UK.
The provider should confirm the required period and file format first. Different processors organise reports differently, so focus on obtaining the right evidence rather than assuming every dashboard has the same menu.
Ask what the finance provider needs
Before downloading a large set of files, ask whether the application requires monthly merchant statements, transaction exports, settlement reports, bank statements or a combination.
Confirm how many complete months are required and whether the current partial month is also useful. Ask whether PDF files are preferred for review and whether CSV files are needed for detailed reconciliation.
Also clarify which merchant accounts and legal entities must be included. A business with several outlets may need statements from more than one account. A single combined total may not explain how receipts reach the applicant.
Keep the request with the application folder so you can check completeness before sending it.
Choose the correct report type
Report names vary, but the underlying purposes are distinct:
| Report | What it helps establish |
|---|---|
| Monthly merchant statement | Account identity, activity and charges for a period |
| Transaction or activity export | Individual payments, refunds and adjustments |
| Settlement or payout report | How batches of transactions became bank deposits |
| Bank statement | Actual incoming settlements and outgoing commitments |
| Funding statement | Existing finance balance and collections |
A processing-fee invoice alone may not show the sales history needed for assessment. A transaction list alone may not identify the final settlement amount. Ask for guidance if the provider’s request does not match the report names available in your account.
Compare the pricing methods with our guide, MCA Factor Rate vs APR UK: Worked Cost Examples.
General download sequence
Use the processor’s official website or app and the correct business account. Look for its reporting, statements, transactions or payouts area; menu labels can change.
Choose the relevant merchant account, date range and currency. Where reports allow transaction filters, avoid exporting only successful sales if the provider also needs refunds, disputes or adjustments.
Generate the report and download the original file. Open it to confirm that it is complete, readable and covers the intended period. A file that downloads successfully can still contain the wrong account or an empty date range.
Repeat for each required account and period. Keep the originals unchanged, then create any explanatory summary separately.
Stripe: match the report to the payout arrangement
Stripe’s official guidance recommends the Payout reconciliation report for matching automatic bank payouts to their underlying transactions. Select a date range covering the payout’s expected arrival, locate the payout and download an itemised CSV. For manual payouts, Stripe directs users to the Balance report; instant payouts also require separate reconciliation against transaction history. Source: Stripe payout reconciliation documentation.
Check that the account and reporting currency match the application. Where several Stripe accounts are used, download each relevant account’s records and label them distinctly.
Do not treat an inability to find transaction-by-transaction matching for a manual payout as proof that the receipts are missing. Use the appropriate balance and activity records and explain the reconciliation to the finance provider.
PayPal: use statements or a custom activity report
PayPal’s UK help page directs users to History, the download control and Custom to generate a suitable report. It also provides a monthly account-statements page where a statement can be requested and downloaded when ready. Source: PayPal statement and report instructions.
PayPal’s reporting documentation describes Activity Download exports with selectable dates and fields, including PDF and CSV formats. Choose the format requested for the application and retain enough detail to explain receipts, refunds, fees and transfers. Source: PayPal Activity Download report.
Use customer-payment records rather than a credit-card billing statement. They serve different purposes. If a report is still generating, wait for the original download rather than replacing it with a cropped screenshot of the dashboard.
For other processors, use their current help instructions
Terminal providers and online processors may have a web portal separate from the till or terminal screen. If you cannot find statements, use the provider’s official support instructions or ask account support where to download them.
Use the comparison questions in our guide, Why UK Merchant Cash Advance Offers Differ by Provider.
State exactly what you need: the merchant account, complete date range, sales and refunds, charges, settlement totals and a downloadable format. This is more useful than asking only for “proof of turnover”.
If the account was closed after a processor switch, request historic statements from the previous provider. Include both sides of the changeover so the trading history does not appear to have an unexplained gap.
Do not guess menu paths from another processor’s interface or assume a terminal’s end-of-day printout replaces the requested monthly evidence.
Check dates, time zones and currencies
Use consistent periods across reports. If one export covers transaction dates and another covers settlement dates, explain the difference rather than forcing the totals to match.
A sale near midnight or month end may fall into a different period depending on time-zone and reporting settings. Preserve the chosen settings and note them in the reconciliation where relevant.
Keep different currencies separate in the original records. If you prepare a sterling summary, document the conversion method and do not overwrite the source values.
A practical file name can include the processor, account identifier, period and report type, such as Processor-StoreA-2026-09-Settlement.pdf. Avoid putting sensitive full account numbers in filenames where they are not needed.
Reconcile one month before sending the pack
Choose a representative month and connect the reports from sales to bank receipts. Show gross payments, refunds, processing charges, other adjustments and funding collections where applicable.
For a simplified example, £25,000 of receipts less £1,000 of refunds and £500 of charges leaves £23,500 before any other deductions. If the bank received £22,000, investigate the remaining £1,500. It might reflect timing, a reserve, existing finance or another adjustment; do not assign a cause without evidence.
The aim is not to change the statement. It is to explain why the records differ and identify any missing report.
Also remove double-counting from your own summary. A processor payout and the bank deposit it creates are not two separate sales.
Keep originals and protect access
Retain the original files as downloaded. If a provider requests a summary, send it alongside the originals and clearly label it as your reconciliation.
Do not edit transaction amounts, remove refunds or conceal existing finance to improve the apparent trading position. If a record is wrong, ask the processor about a corrected report and explain the issue.
Use the finance provider’s approved upload process. You should not need to send your payment-account password to share statements. If an account connection is requested, review the permissions and use the provider’s verified route.
Customer-level data can appear in detailed exports. Ask which fields are necessary before sharing more information than the assessment requires. Any agreed redaction should preserve the integrity and usefulness of the financial evidence.
Final checks before submission
Confirm that every requested month is present, each file opens and the legal business can be identified. Check that all relevant merchant accounts are included and that no duplicate copies have been counted as extra history.
Add a short note for processor changes, closures, unusual sales spikes or settlement delays. Include existing funding statements if requested so the provider can understand current commitments.
Keep a copy of the submitted pack and the date it was sent. That makes follow-up questions easier to answer and prevents different versions of the figures circulating during the application.
Frequently asked questions
Are screenshots enough?
Ask the provider. Original downloadable statements or reports usually provide a clearer audit trail and more complete information than screenshots.
Should I send PDF or CSV?
Use the requested format. PDF is useful for readable statements; CSV can support detailed analysis. Some applications need both.
What if the processor and bank totals differ?
Reconcile refunds, charges, adjustments, existing funding and timing. Do not alter the original files to force a match.
What if I changed processor recently?
Provide records from both processors for the required period and clearly mark the changeover date.
Prepare the funding discussion
If you want to explore an MCA or another business-funding option, contact Mehmi Financial Group with the amount and purpose first. Confirm the required documents before supplying them, then use the complete records to compare available written terms.